7 Wise Ways to Find Focus and Get Things Done

It has to be one of mankind’s greatest challenges; staying focused in the fast paced, technology driven world we are living in. Information overload, a common phenomenon, work overload another. But staying focused is perhaps the best way for us to get things done and move forward with our lives and our jobs. So how do we keep our eye on the ball when it’s accustomed to bouncing around from court to court?

Focus on one thing

“He who chases two rabbits catches none” – Confucius

Wise words from a wise man, but most of us will relate to chasing maybe a dozen rabbits at the same time and a couple of elephants. But if we are to follow the wise words of Confucius we will get more done and achieve our goals quickly. Working on more than one thing at a time will waste valuable time. When we switch from one task to another, it takes our brain time to readjust and concentrate on the second task and precious time is lost in the changeover. The reality being that multitasking is a productivity nightmare.

Eliminate known distractions

Last week I suggested an information detox to help us recognize the amount of information that we consume is unnecessary. A detox also helps us to unwind and relax, an essential part of focus and concentration. If you need to get work done, disconnect from technology. Turn off all notifications and reminders of emails and tweets etc. Take control of all communication and social media and only go to them when you are ready to spend time there. It’s not good to get notifications – human beings are not strong enough to ignore these teasers.

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Calm the mind

One of our biggest distractions is not as you may have thought – Facebook – it is our own thoughts racing through our minds when we are trying to get something done. These cheeky thoughts often tempt us away from the job that needs doing, or they annoyingly and repeatedly inform while we are working on task A that task B, C and D remain unfinished. Don’t listen, take control of your thoughts and redirect them to the job at hand. A great way to still the mind is meditation. It can help to silence the constant chat we all experience from time to time. It can be a great assistance to focus.

De-clutter

De-cluttering is another way to eliminate distractions, if your desk, office and head are clear, you are minimising the possibilities for distractions. I always start my week by cleaning my office, anything that was left lying around from the past week needs to be dealt with, you need to know that there is nothing you have forgotten about or left undone. If you get into the habit of doing a weekly de-clutter or in GTD terms a weekly review, you can start the week relaxed, focused and ready for action.

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Exercise

We all know exercise creates energy; it is also a powerful way to reduce stress, as endorphins are released by the pituitary gland to block out feelings of pain or stress. Serotonin, another chemical released while exercising, improves our mood and our sense of happiness. Exercise is also responsible for the creation of new neurons in the brain which enable us to process and store information more easily.

Clarification of Goals

Being clear about our goals and objectives will help us focus and stay on track. It motivates us to continue and persist when we are lacking the inspiration. If your goals is to de-clutter your home and be more organized, your objective maybe to reduce stress and induce calm. For another person the objective may be because they are putting their house up for sale and need the house looking good and attractive. It’s important to clarify your objectives in order to maintain the motivation and ensure that what you are working on is getting you closer to that goal.

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Simplify

The more we simplify our lives and our jobs, the more work we get done. But we don’t just want to get work done, we want to get the important tasks done, the tasks that make a difference to the big picture. Many of us busy ourselves doing tasks that are unnecessary, wasting time on things that aren’t adding value to our lives or our jobs. If you can simplify and eliminate the unnecessary from your life you will have more time to focus on what is important, and it will also become a lot easier to maintain this focus.

How to Effectively Manage a Heavy Workload at Work

We’re all busy, but sometimes we go through periods where the work piles up and it seems like it might never end.

You might have such a heavy workload that it feels too intimidating to even start.

You may have said yes to some or too many projects, and now you’re afraid you won’t be able to deliver.

That’s when you need to take a step back, take a deep breath, and start looking at what’s working and what’s not working.

Here’re 13 strategies you can use to get out from under your overwhelming workload:

1. Acknowledge You Can’t Do It All

Many of us have a tendency to think we can do more than we actually can. We take on more and more projects and responsibility and wear numerous hats.

We all have the opportunity to have and take on more work than we can reasonably expect to get done. Unfortunately, our workload is not static. Even now, while you are reading this article, I’m guessing that your inbox is filling up with fresh new tasks.

To make real, effective progress, you have to have both the courage and resourcefulness to say, “This is not working”. Acknowledge that you can’t do it all and look for better solutions.

At any given time in your life, there are likely many things that aren’t going according to plan. You have to be willing to be honest with yourself and those around you about what’s not working for you, both personally and professionally.

The more you exercise your ability to tell the truth about what’s working and what’s not working, the faster you’ll make progress.

2. Focus on Your Unique Strengths

Whether you’re an entrepreneur, a leader or working as part of a team, every individual has unique strengths they can bring to the table.

The challenge is that many people end up doing things that they’re simply not very good at.

In the pursuit of reaching your goals or delivering a project, people end up doing everything themselves or taking on things that don’t play to their unique strengths. This can result in frustration, overwhelm and overwork.

It can mean projects taking a lot longer to complete because of knowledge gaps, or simply not utilizing the unique strengths of other people you work with.

It is often not about how to complete this project more effectively but who can help deliver this project.

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So, what are your unique strengths that will ensure your workload is delivered more effectively? Here’re some questions to help you reflect:

Are you a great strategist?

Are you an effective planner?

Is Project Management your strength?

Is communication and bringing people together your strength?

Are you the ideas person?

Is Implementation your strength?

Think about how you can bring the biggest value to your work and the projects you undertake.

3. Use the Strengths of Your Team

One of the simplest ways to manage your workload effectively is to free up your time so you bring your highest level of energy, focus and strengths to each project.

Everyone has unique strengths. It’s essential to think teamwork rather than working in isolation to ensure projects can be completed effectively. Besides, every time you give away a task or project that doesn’t play to your unique strengths, you open up an opportunity to do something you’re more talented at. This will empower both yourself and those around you.

Rather than taking on all the responsibilities yourself, look at who you can work with to deliver the best results possible.

4. Take Time for Planning

“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”. – Abraham Lincoln

One hour of effective planning could save hours of time. Rather than just rushing in and getting started on projects, take the time to map everything in.

What are the challenges we may face and the solutions for these challenges?

Having absolute clarity on the project, the project deliverables and the result you want can save a lot of time. It also gets you clear on the priorities and timelines, so you can block out the required amount of time to focus and concentrate.

5. Focus on Priorities

Not everything is a priority, although it can often feel, in the moment, that it is.

Whatever you’re working on, there is always the Most Urgent, Important or Most Valuable projects or tasks.

One tool you can use to maximize your productivity and focus on your biggest priorities is to use the Eisenhower Matrix. This strategic tool for taking action on the things that matter most is simple. You separate your actions based on four possibilities:

The method I use with my coaching clients is to ask them to lay out their Top Five priorities for the day. Then to start with the most important priority first. At the end of the day, you review performance against these priorities.

7. Maintain a Healthy Work-Life Balance

Maintaining a healthy work-life balance can be tough. The balance we all crave is very different from one another.

I’ve written before about 13 Work Life Balance Tips for a Happy and Productive Life. Working longer and harder doesn’t mean achieving more, especially if you have no time to spend with the people that matter most. The quality of who you are as a person, the relationships you have, the time you spend in work, deciding on what matters most is completely within your control.

Work-life balance is about finding peace within yourself to be fully present, wherever you are, whether that be in the office or at home, right now. It’s about choosing what matters most and creating your own balanced life.

If you feel there is not enough balance, then it may be time to make a change.

8. Stop Multitasking

Multi-tasking is a myth. Your brain simply can’t work effectively by doing more than one thing at a time—at least more than one thing that requires focused attention.

So get your list of priorities (see earlier point), do the most important thing first, then move to the next item and work down your list.

When you split your focus over a multitude of different areas, you can’t consistently deliver a high performance. You won’t be fully present on the one task or project at hand.

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If you allocate blocked time and create firm boundaries for specific activities and commitments, you won’t feel so overwhelmed or overworked with everything you have to do.

9. Work in Blocks of Time

To keep your energy up to produce your best results it’s essential to take regular breaks.

I use the 60-60-30 method myself and teach it to my coaching clients.

Work on a project for a sustained period of 50 minutes.

Then take a 10-minute break. This could be taking a walk, having a healthy snack or just having a conversation with someone.

Then continue to work on the project for a further 50 minutes.

Then take another 10-minute break.

Then take a complete 30-minute break to unplug from the work. This could be time for a proper lunch, a quick bit of exercise, reading or having a walk.

By simply taking some time out, your energy levels stay up, the quality of your work improves and you reduce the risk of becoming burned out.

10. Get Rid of Distractions

Make an estimation on how many times you are distracted during an average working day. Now take that number and multiply it by 25. According to Gloria Mark in her study on The Cost of Interrupted Work, it takes us an average of 23 minutes and 15 seconds to return to the original task after interruption.[1]

“Our research has shown that attention distraction can lead to higher stress, a bad mood and lower productivity.”

Distractions don’t just take up your time during the distraction, they can derail your mental progress and focus for almost 25 minutes. So, if you are distracted 5 times per day, you could be losing almost 2 hours every day of productive work and almost 10 hours every week.

If you have an important project to work on, find a space where you won’t be distracted, or try doing this.

11. Commit Focused Time to Smaller Tasks

You know sometimes, you need to simply tackle these tasks and take action on them. But there’s always something more pressing.

Small tasks can often get in the way of your most important projects. They sit there on your daily To Do list but are often forgotten about because of more important priorities or because they hold no interest for you. But they take up mental energy. They clutter your mind.

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Commit to spending a specific period of time completing all the small tasks you have on your To Do list. It will give you peace of mind and the space to focus more on your bigger priorities.

12. Take a Time Audit

Do you know exactly where your time is going each day? Are you spending too long on certain projects and tasks to the detriment of bigger opportunities?

Spend a bit of time to analyze where you are spending your time. This insight will amaze you and give you the clarity to start adjusting where you focus your time and on what projects.

You can start by taking a piece of paper and creating three columns:

Column A is Priority Work. Column B is Good Work. Column C is low value work or stuff.

Each day, write down the project or task and the time spent on each. Allocate that time to one of the columns.

At the end of the week, record the total time spent in each column.

If you are spending far too much time on certain types of work, look to change things so your focused time is in Column B and C.

13. Protect Your Confidence

It is essential to protect our confidence to ensure we don’t get overwhelmed, stressed and lose belief.

When you have confidence as a daily resource, you are in a better position to problem solve, learn quicker, respond to anything, adjust to anything, and achieve your biggest opportunities.

Confidence gives you the ability to transform fear into focused and relaxed thinking, communication, and action. This is key to put your mind into a productive state.

When confidence is high, you can clearly see the possibilities at hand and create strategies to take advantage of them, or to solve the challenges you face each day.

Final Words

A heavy workload can be tough to deal with and can cause stress, burnout and ongoing frustration.

The key is to tackle it head on, rather than let it go on and compound the long-term effects. Hopefully, you can take action on at least one of these tips.

If it gets too much, and negatively affects your physical and mental health, it may be time to talk to someone. Instead of dealing with it alone and staying unhappier, resentful and getting to a point where you simply can’t cope, you have to make a change for your own sanity.